How to Create Field Update Using Workflow rule in Salesforce

In this Salesforce tutorial, we will learn how to create field updates using workflow rules in salesforce.

In Salesforce field update using a workflow rule is a powerful computerized tool that permits businesses to automatically update field values on an object based on definite criteria. It is a kind of intermediate action that can be executed when a workflow is activated by meeting particular rule criteria.

Recently, I got a requirement where I need to field update using workflow rule. To fulfill this requirement we can create a Field Update Using the Workflow rule.

So, if you are working with Salesforce and you want to learn how to create field updates using workflow rules in Salesforce Lightning and Salesforce Classic, you have to come right place.

The following are the topics that we will cover in this Salesforce tutorial:

  • Functions of workflow rule in Salesforce
  • Uses of workflow rule in Salesforce
  • Parts of workflow rule in Salesforce
  • How to Create Field Update Using Workflow rule in Salesforce Lightning
  • How to Create Field Update Using Workflow rule in Salesforce Classic

Functions of workflow rule in Salesforce

The function of the workflow rule is to explain a set of criteria that, when met, activates an automated action. For example, when a new record is created, or when updating an existing record, the criteria can be set to activate an email notification.

The actions that can be executed by a workflow rule are specialized and can be arranged to execute any number of actions based on certain criteria.

Here are some of the key features of using workflow rules are:

Automate routine tasks: Workflow rules automate practice tasks that take up beneficial time and resources, releasing the sales team to concentrate on high-value activities.

Increase efficiency: The workflow helps us to grow efficiency through computerized processes that would else need physical intervention.

Improve data accuracy: The workflow rule helps to continue data accuracy by impulsively updating fields or creating tasks based on prearranged criteria.

Streamline collaboration: The workflow rule can be used to allocate tasks or inform team members of key events, smooth collaboration across teams.

Moreover, workflow rules are a powerful tool that can help businesses to grow productivity, and also increase data accuracy.

With this, we learned about the function of workflow rules in Salesforce. Now we will move ahead and try to understand the uses of workflow rules in Salesforce.

Uses of workflow rule in Salesforce

Here are some uses of workflow rules in salesforce. Here are some of the most ordinary ones:

Opportunity Management: The workflow rule can be used to imbrute the opportunity management process by activating alerts to sales reps when a deal is won or lost, or when an opportunity is behind schedule. It can automatically update the opportunity stage established on definite criteria.

Approval Processes: The workflow rule can be used to automate the approval process for several business processes like purchase orders, and expenses. They can also be used to way the approval to the right person found on the approval hierarchy.

Lead Management: The workflow rule can be used to automate the lead management process by automatically allocating leads to the right sales representative and sending research emails to leads, and updating the lead status established on prearranged criteria.

Case Management: The workflow rule can be used to automate the case management process by automatically spiraling cases established on fixed criteria, informing customers of case updates, and allocating cases to the right support reps established on the type of case.

Custom Notifications: The workflow rule can be used for sending the custom notification to users like a prompt to research with a customer, or a warning when a contract is about to run out.

In this way, we learned the uses of workflow rules in Salesforce. Now let’s move further and learn the parts of workflow rules in Salesforce.

Parts of workflow rule in Salesforce

A workflow rule contains several parts that work together to automate business processes. Here are some parts of a workflow rule.

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Rule Criteria: The rule criteria particularizes the conditions that should be encountered for the workflow rule to activate. These criteria should be established on any field combination of fields on the objects.

Objects: The workflow rule is related to a particular object in salesforce like opportunity, leads, and cases.

Workflow Actions: The workflow actions are the actions that can be executed by the workflow rule like creating a record or updating a field.

Immediate Actions: In the workflow, there are immediate actions are actions taken immediately when the rule criteria encounter. These actions can involve sending an email, updating a field, creating a task, and sending a notification.

Workflow Actions: Workflow actions are the actions that can be executed by the workflow rule like creating a record or updating a field.

Time-Dependent Actions: Time-dependent actions are the actions that are programmed to take place at a particular time after the rule criteria are encountered. These actions can involve sending a researcher email and making a reminder or sending a notification.

Workflow Alerts: Workflow Alerts are the warnings that are sent to the users or the groups when the rule criteria are encountered.

Workflow tasks: Workflow tasks are the task that is built when the rule criteria are encountered like finding out about a customer and scheduling a meeting.

Moreover, the parts of the workflow rules work jointly to automate business processes and better productivity. Explaining the rule criteria, Workflow actions, time-dependent actions, Workflow tasks, immediate actions, and workflow alerts can sleek their processes and automate regular tasks.

Now we have understood the Parts of the workflow rule in salesforce, let’s move ahead and see how to create field updates using the workflow rule in salesforce.

Currently, Salesforce has two user experiences Salesforce Lightning and Salesforce Classic. We will learn how to create field updates using workflow rules in salesforce on both of the interfaces.

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How to Create Field Update Using Workflow rule in Salesforce Lightning

Here we are creating field updates using the workflow rules in salesforce lightning. If you want to learn how to create field updates using workflow rules in salesforce lightning follow these steps:

1: First, login into the Salesforce lightning account. Go to the gear icon, under the gear icon there are two options Setup and Service Setup. Here we are selecting the Setup option.

How to Create Field Update Using Workflow rule in Salesforce
How to Create Field Updates Using Workflow rule in Salesforce

2: After clicking on the setup option. Now enter the workflow rule in the Quick Find box that is present on the left sidebar. After entering the workflow rule in the Quick Find box the workflow rule comes at the top. Click on that.

How to Create Field Update Using Workflow rule in Salesforce lightning
How to Create Field Updates Using Workflow rule in Salesforce lightning

3: After clicking on the workflow rule, The workflow rule page is open then scroll down to the bottom and click on the checkbox and then click on the continue option.

After clicking on the continuous option All the Workflow Rules page is open, there is a new rule option click on it.

Create Field Update Using Workflow rule in Salesforce
click on the new rule button

4: After clicking on the new rule option, Try it in the Flow Builder dialogue box is open. In this dialogue box, two options choose the first one which is Continue with Workflow Rules.

Create Field Update Using Workflow rule in Salesforce lightning
Click on continue with a workflow rule

5: Here we are selecting the contact object to which this workflow rule applies. After selecting the object click on next.

Salesforce Create Field Update Using Workflow rule
Select the contact object

6: Now fill in the complete information, enter the rule name that is the Contact Field Update, and enter the description that is This workflow rule for a field update.

 After filling the edit rule information scroll to the bottom of the page and then select evaluation criteria as created this workflow rule will work while creating a record.

Salesforce lightning Create Field Update Using Workflow rule
Select the created option

7: After evaluating the criteria, now we are putting the rule criteria. Firstly choose the field Contact: Lead source then chooses the operator as not equal to and after that click on the search icon of the value field.

How to Create the Field Update Using Workflow rule in Salesforce
Click on the search icon

8: After clicking on the search icon, the lookup dialogue box is open. Here we are selecting the pickup values and we are selecting the Web and clicking on the insert selected button.

How to Create the Field Update Using Workflow rule in Salesforce lightning
Click on the insert selected option

9: After filling all the information, check the information once again for seeing that all the information that we fill in is correct then click on the save and new option.

Create the Field Update Using Workflow rule in Salesforce
Click on Save and the Next option

10: After clicking on the Save and next option the edit rule Contact Field Update page is open. Here we adding the workflow action as New Field Update.

Create the Field Update Using Workflow rule in Salesforce lightning
Click on the New Field Update option

11: After clicking on the New Field Update option, the New Field Update page is open. Now fill the Name as Update Field value. After filling the Name the Unique Name field is automatically filled by simply clicking on it. Now Select the Field to Update type as Description.

Salesforce Create the Field Update Using Workflow rule
Select the field to update option

12: After selecting the selecting field to update type then specify the new field value as Use a formula to set the new data. After clicking on the text option the formula editor is showing write the text inside in double quotes after that click on the save option.

Salesforce lightning Create the Field Update Using Workflow rule
Click on the Save option

13: After clicking on the save option, there are specific Workflow actions in which we can specify the workflow actions that will be triggered when the rule criteria are met and then move to the immediate workflow action in which we can edit or remove the Field Update after that click on the done option.

How to Create a Field Update Using Workflow rule in Salesforce
Click on done option

14: After clicking on the done option, the workflow rule page is open. Under this page, the Contact Field Update workflow rule is created.

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And under the Contact Field Update, there is an activate button. On clicking on the activate button the workflow is activated. Click on the activate button.

How to Create a Field Update Using Workflow rule in Salesforce lightning
Click on activate button

15: Go to the App Launcher, and enter the sales in the search box. Click on the sales, the Sales page is open. Click on the Contact object that is present on the nav bar.

After clicking on the contacts object, the contacts recently viewed page is open. Click on the New option that is present at the top of the page.

Create a Field Update Using Workflow rule in Salesforce
Click on the New option

16: After clicking on the new option, the new contact dialogue box is open. Fill the contact information. Firstly fill the Name, Teresa Nader then select the Lead source as Web.

Create a Field Update Using Workflow rule in Salesforce lightning
Fill the information

17: Here we see a description information field, under this, there is a description box and we leave the description box blank, and after that click on the save option.

Salesforce Create a Field Update Using Workflow rule
Click on the save option

18: After clicking on the save option, the record is saved and you can see that in the above picture we leave the description box blank but here you can see that the description box is automatically field. This is how the field can be updated.

Salesforce lightning Create a Field Update Using Workflow rule
Field update is created

In this way, we have learned how to create field updates using the workflow rule in salesforce lightning. Further, we will learn how to create field updates using the workflow rule in Salesforce classic.

How to Create Field Update Using Workflow rule in Salesforce Classic

Here we create field updates using the workflow rules in salesforce classic. If you want to learn how to create field updates using workflow rules in salesforce classic follow these steps:

Step-1: 1: Click on the setup option. Now enter the workflow rule in the Quick Find box that is present on the left sidebar. After entering the workflow rule in the Quick Find box the workflow rule comes at the top. Click on that.

How to Create Field Update Using Workflow rule in Salesforce classic
How to Create Field Update Using Workflow rule in Salesforce Classic

Step-2: After clicking on the workflow rule, The workflow rule page is open then scroll down to the bottom and click on the checkbox and then click on the continue option.

After clicking on the continuous option All the Workflow Rules page is open, there is a new rule option click on it.

Create Field Update Using Workflow rule in Salesforce classic
Click on the new rule

Step-3: After clicking on the new rule option, Try it in the Flow Builder dialogue box is open. In this dialogue box, two options choose the first one which is Continue with Workflow Rules.

Salesforce classic Create Field Update Using Workflow rule
Click on continue with workflow rules

Step-4: Here we are selecting the USA students object to which this workflow rule applies. After selecting the object click on next.

How to Create the Field Update Using Workflow rule in Salesforce classic
Click on the next option

Step-5: Now fill in the complete information, enter the rule name that is the USA Student Field Update, and enter the description that is This is USA student workflow rule for a field update.

 After filling the edit rule information scroll to the bottom of the page and then select evaluation criteria as created this workflow rule will work while creating a record.

Create the Field Update Using Workflow rule in Salesforce classic
Configure Workflow rule

Step-6: After evaluating the criteria, now we are putting the rule criteria. Firstly choose the field USA student: Student email then chooses the operator as not equal to and after that leave the value as a blank field after that click on Save & next option.

Salesforce classic Create the Field Update Using Workflow rule
Click on the save and next option

step-7: After clicking on the Save and next option the edit rule USA Student Field Update page is open. Here we adding the workflow action as New Field Update.

How to Create a Field Update Using Workflow rule in Salesforce classic
Click on the New Field Update

Step-8: After clicking on the New Field Update option, the New Field Update page is open. Now fill the Name as Update Field value. After filling the Name the Unique Name field is automatically filled by simply clicking on it. Now Select the Field to Update type as Scolarship.

After selecting the selecting field to update type then specify the new field value as Use a formula to set the new data. After clicking on the text option the formula editor is showing write the numbers inside in quotes after that click on the save option.

Create a Field Update Using Workflow rule in Salesforce classic
Fill the information

Step-9: After clicking on the save option, there are specific Workflow actions in which we can specify the workflow actions that will be triggered when the rule criteria are met and then move to the immediate workflow action in which we can edit or remove the Field Update after that click on the done option.

Salesforce classic Create a Field Update Using Workflow rule
Click on done option

Step-10: After clicking on the done option, the workflow rule page is open. Under this page, the USA Student Field Update workflow rule is created.

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And under the USA student Field Update, there is an activate button. On clicking on the activate button the workflow is activated. Click on the activate button.

How to Create Field Update Using Workflow rules in Salesforce
Click on activate button

Step-11: Go to Setup, and click on the USA student object that is present on the nav bar. Click on the new button.

Create Field Update Using Workflow rules
Click on new option

Step-12: After clicking on the New button the New USA Student page is open. Now Fill the USA student information. Firstly fill the Name Claire Murray Sr and then fill the student ID as 10028 and leave the scholarship field as blank after that fill the email address.

After filling the email address click on the save button that is present near the Save & New option.

Salesforce classic Create Field Update Using Workflow rules
Click on save option

Step-13: After clicking on the save option, the record is saved and you can see that in the above picture, we leave the scholarship field is blank but here you can see that the scholarship field is automatically field. This is how the field can be updated.

How to Create Field Updates Using Workflow rule in Salesforce Classic
The scholarship field is updated

So, with this, we have learned about how to create field updates using workflow rule in Salesforce classic.

Conclusion

In conclusion, field update using a workflow rule is a powerful computerized tool that permits businesses to automatically update field values on an object based on definite criteria. A field update can be used to automatically update any standard or custom field on an object

We have learned about the functions of workflow rules in salesforce. We have also discussed the Uses of workflow rules in Salesforce and also discuss Parts of workflow rules in salesforce. And, we have covered How to create field updates using workflow rules in Salesforce lightning as well as salesforce classic.

You may also like to read the following Salesforce tutorials.

In addition to this, the following are the topics that we have discussed:

  • Functions of workflow rule in Salesforce
  • Uses of workflow rule in Salesforce
  • Parts of workflow rule in Salesforce
  • How to Create Field Update Using Workflow rule in Salesforce Lightning
  • How to Create Field Update Using Workflow rule in Salesforce Classic